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Office Administrator

  • Location: Philadelphia, Philadelphia, Pennsylvania
  • Job Type:Contract

Posted about 1 month ago

  • Sector: Professional
  • Start Date: 2021-10-11
  • Job Ref: 21-20906

Job Summary:
The Office Administrator provides direct management of all administrative functions in the Environmental and Linen Services Department. In addition, the Office Administrator is responsible for the financial administration as it relates to the purchase of equipment and supplies.
Job Responsibilities:
1. Proactively identifies operational opportunities and problems related to the daily administrative operation of the Environmental Services Department.
• Participates in problem solving and process improvement opportunities.
• Handle multiple tasks simultaneously.
• Track mandatory Occupational Health requirements for staff, processing appropriate notification when necessary.
• Track mandatory Occupational Health requirements for vendors, providing appropriate notification when necessary.
• Create blanket purchase orders and maintain contact with vendors for correct billing, assuring no gap in service due to expired purchase orders.
• Provide support for associates in all functions of the department, (i.e. payroll, uniform, loan paperwork, etc)
2. Coordinates staff matters for operational functions, supervising support personnel and interpreting and implementing all  personnel policies.
• Oversee and coordinate all office moves, additions, equipment required, etc.
• Develop and maintain a supportive relationship with other departments in order to promote teamwork, emphasize quality and extraordinary service and promote learning.
• Maintain and develop department's recognition program.
• Maintain and develop department's uniform program
3. Develop, coach and evaluate staff under direct supervision. Support the daily operations of the Environmental Services Department.
• Track annual performance reviews of staff.
• Interview and evaluate potential new administrative staff.
• Provide ongoing support to Environmental and Linen Services managers in the performance of their job responsibilities.
• Maintain and update all management departmental personnel files in a confidential manner.
• Provide back-up coverage for all administrative positions within the department when necessary.
4. Coordinate Departmental Administrative activities:
• Maintain an accounting system for all expenditures.
• Maintain a system for tracking keys, phones, radios, etc.
• Make travel arrangements and submit expense reimbursements as necessary.
• Prepare check requests as required.
• Process purchase requisitions as necessary.
• Maintain management/administrative Brodskies on a biweekly basis.
• Process employment paperwork for all new employees, notifying management team, entering employees into Access system, and processing all required paperwork for new management staff (acquiring phones, desk, cards, etc.)
• Coordinate meetings for senior management as required.
• Provide administrative support for Director of department.
• Create and manage special projects as needed by the director or management team.
5. Other Duties:
• Research/prepare reports, etc. as directed by senior management
• Committee member for departmental hospital-wide functions (Earth Day, Recognition Week, etc.)

Please submit candidates who have experience with working with Excel spreadsheets, EPIC, who have prior hospital collections experience, these are requirements for this role.
• Ability to manage diverse staff and promote productivity.
• Ability to identify problems and find creative, effective solutions.
• Ability to handle multiple tasks, meet deadlines and handle confidential materials.
• Excellent interpersonal and organizational skills.
• Ability to provide complete and accurate follow-up.
• Intermediate proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Intermediate proficiency with the use of technology (Personal Computers, tablets, projectors/displays, etc.) and capable of quickly learning to use new software and hardware systems.
• Ability to work independently.
• Accounting and bookkeeping skills.